Memorandum of Understanding - Revised

Introduction

Reliant partners with missional churches and Gospel-centered ministries to mobilize support-based workers for the Great Commission. As a mission agency, Reliant serves as a hub between local churches and ministries, ministry workers, and generous donors who support the work. Reliant is primarily focused on helping to support and propel the God-given mission and calling of the churches and Christian ministries with whom we partner through a variety of services. It is our great honor to provide these services to you, which are described in this Memorandum of Understanding for the sake of clarity and mutual understanding.

Explanation of Key Terminology

For the sake of clarity, this document makes frequent use of certain words and abbreviations, which are explained below:

• Reliant Mission (“Reliant,” “We,” “Us,” “Our”): These terms refer to us, Reliant Mission.
• Ministry Partner (“Church/Ministry,” “Partner(s),” “You,” (“Your”)): These terms refer to you, our partner, the church or ministry to whom we are providing services. The name of Your church or Ministry is written in the signature section below.
• Memorandum of Understanding (“MOU)”: This term refers to this document, which provides a written understanding of the respective responsibilities and expectations of Reliant and You for the purpose of employing and mobilizing workers in Your church or ministry.
• Ministry Workers (“Ministry Worker(s)”): This term refers to employed staff who work with the Church/Ministry and non-employed associate staff (i.e., pre-hires, affiliated fundraisers, and volunteers). 

How We Work Together

• Hiring and Selection of Ministry Workers. The Church/Ministry is responsible to identify qualified individuals as candidates to become employed or associate (volunteer) Ministry Workers and to direct them to the Reliant application process. Reliant has the final decision on whether a particular candidate meets Reliant’s qualification standards. If accepted by Reliant, each Ministry Worker will be employed or associated on an at-will basis. In some instances, Reliant may identify and present potential candidates for a Church/Ministry.

• Ministry Worker Compensation and Expenses. For employed Ministry Workers, Reliant is responsible for payment or reimbursement of the Ministry Worker’s compensation, including salary, applicable payroll taxes, bonuses, health insurance, retirement benefits, and other employment benefits, and ministry reimbursements in accordance with Reliant’s policies and procedures. For all Ministry Workers, Reliant reimburses qualified ministry expenses in accordance with its policies and procedures.

• Ministry Worker Funding. Ministry Workers are responsible to raise funds from donors to Reliant in accordance with Reliant’s fundraising policies and procedures. After administrative fees are charged (see Section 6), funds raised by a Ministry Worker are deposited into the Ministry Worker’s assigned Ministry Team Development (“MTD”) account which is managed by Reliant (an “MTD Account”). Reliant maintains complete control over the management and disbursement of funds from each assigned MTD Account. Each Ministry Worker’s compensation, benefits, payroll taxes, and ministry expense reimbursements are paid from his or her assigned MTD Account. Some Ministry Workers may be fully funded by a Church/Ministry, in which case the Ministry Worker will not need to raise funds from other donors.

• Funding Shortages. If there are insufficient funds in a Ministry Worker’s assigned MTD Account to receive a full paycheck and/or to fully fund ministry expense reimbursements, the Ministry Worker will incur a “short check” for the shortfall. Short-checked earnings and reimbursements are accrued and tracked by Reliant as “backpay” that a Ministry Worker is eligible to be paid later if sufficient funds become available in the Ministry Worker’s assigned MTD Account after Reliant has fully paid the current month’s salary and payroll expenses. Reliant’s MTD policies and procedures govern the tracking and disbursement of backpay.

• Fund Disbursement. All donations received by Reliant belong to Reliant and remain under Reliant’s control until disbursed. If a Ministry Worker leaves Reliant for any reason with a balance in his or her assigned MTD Account, the remaining funds will be disbursed in accordance with Reliant’s Exiting MTD Fund Transfer Policy.

• Administrative Fees. Contributions to Reliant for each Ministry Worker’s assigned MTD Account are assessed an administrative fee based on Reliant’s Administrative Fee Schedule. This fee will be assessed before funds are deposited into the MTD Account.

Our Additional Responsibilities

 Reliant has the following responsibilities:

• Ministry Worker Oversight/Training
  • Support the governance and ministry directives of the Church/Ministry, including ministry philosophy, objectives, and practices that do not conflict with Reliant’s employment policies or the law (e.g., discrimination, harassment, etc.).
  • Create employment policies and procedures that foster a fair, safe, and healthy work environment.
  • In the event of reported misconduct or harassment involving a Reliant Ministry Worker, coordinate with the Church/Ministry to investigate the matter in accordance with Reliant’s policies and standards.
  • Provide regular training and education to Ministry Workers on policies, procedures, and safe work practices, including sexual harassment prevention and child protection. Offer related tools and resources to the Church/Ministry.
  • Build and maintain a thorough applicant assessment and screening process for new hires.
  • Approve the Church/Ministry-designated supervisor for each Ministry Worker.
•  MTD Fundraising
  • Train new Ministry Workers in MTD techniques, including Biblical and theological foundations for support-raising and a comprehensive practical guide on how to give an in-person MTD presentation.
  • Assign a support-raising coach to provide regular MTD coaching during the initial support-raising process. This includes both individual (one-on-one) and/or group coaching calls every week. Reliant coaches will help set weekly goals and provide regular accountability for the Ministry Worker.
  • Create and regularly improve internal technology to produce accurate and real-time reporting of MTD numbers for Ministry Workers, supervisors, and coaches during the support-raising process.
• Administration
  • Provide accurate and timely gift-processing services and payroll administration for Ministry Workers.
  • Institute a fair, equitable, and relevant total rewards strategy for Ministry Workers (compensation, insurance, family leave, retirement, and other benefits).
  • Maintain appropriate corporate insurance policies, including, where applicable, workers’ compensation.
  • Provide real-time donor support through a “Gift Services Hotline” and email address, monthly giving statements posted online in the donor’s giving portal, and end-of-year donor statements.
  • Respond promptly to any questions or concerns raised by the Ministry Worker or Church/Ministry. Be proactive and responsive as needed according to Reliant’s responsibilities as the employer.
  • Support local leadership in all employee life cycle elements: hiring, onboarding, development, promotion, and exiting.
  • Work with supervisors to ensure the appropriate and fair administration of performance management activities, including performance evaluations and corrective action.
  • Provide reporting channels (including an anonymous option) and whistleblower protection for Ministry Workers to report abuse, misconduct, or discrimination/harassment in the workplace.
  • Remain compliant with applicable local, state, and federal employment laws and regulations.

Your Additional Responsibilities

The Church/Ministry has the following responsibilities:

•  Ministry Worker Oversight/Training
  • Provide ongoing management and supervision of the Ministry Worker, including maintaining a designated supervisor approved by Reliant.
  • Support and uphold Reliant’s policies and processes to provide a healthy work environment for the Ministry Worker.
  • Agree with and support Reliant’s Code of Conduct and Statement of Faith.
  • Annually review Reliant’s policies on workplace discrimination/harassment, suspected misconduct/fraud and whistleblower protections, and grievances.
  • Inform the Ministry Worker of any policies or standards of conduct (other than those contained in the Reliant Field Manual) that will apply to the Ministry Worker while working with the Church/Ministry.
  • Coordinate with Reliant in all employee life cycle elements: hiring, onboarding, development, promotion, and offboarding.
  • Provide an accurate written job description for the Ministry Worker to the Reliant Program Team and update the job description as needed.
  • Work with Reliant to ensure the appropriate and fair administration of performance management activities, including corrective action and routine performance evaluations.
  • Notify Reliant promptly when any significant personnel issues, questions, or concerns become known, including performance issues, reports of discrimination/harassment, safety issues, emergencies, or changes in employment/associate status.
  • Cooperate fully with any investigation of workplace misconduct involving a Reliant Ministry Worker.
  • Comply with applicable local, state, and federal employment laws and regulations. Consult with Reliant on these items as needed.
  • Maintain and disseminate to the Ministry Worker the Church/Ministry’s sexual harassment and child protection policies and make those available to Reliant upon request.
• MTD Fundraising
  • Make the time and resources available to ensure healthy funding for the Ministry Worker, including the following:
  • Support the Ministry Worker by permitting time to focus full-time on MTD support-raising before being released to assignment (unless a prior arrangement has been arranged with Reliant) and support the Ministry Worker’s participation in Reliant’s training events in accordance with Reliant policy.
  • Provide the Ministry Worker reasonable time each month (after “release to assignment”) to focus on sustaining MTD support-raising, including maintaining donor relationships and building the partner (donor) team to ensure continued healthy funding.
  • Provide extended MTD support-raising time for the Ministry Worker as needed when funding levels fall below minimum standards.
•  Administration
  • Support the Ministry Worker’s career development, give fair access to promotional opportunities, and provide opportunities for growth.
  • Respond promptly to requests for approval as needed by the Ministry Worker or Reliant Central office.
  • Maintain the confidentiality of all confidential information provided by Reliant, including personnel information related to any Reliant Ministry Worker or applicant, in accordance with Reliant policy.
  • Obtain and maintain adequate corporate liability insurance.
  • Work with Reliant to ensure the appropriate and fair administration of performance management activities, including corrective action and discipline.

Other Ways We Work Together

• Reliant Policies and Procedures. Reliant may amend its policies and procedures from time to time. Reliant will make its best reasonable efforts to communicate such changes. The Church/Ministry and Ministry Workers are expected to comply with these changes.

• Termination. Reliant and the Church/Ministry look forward to a healthy, long-term relationship. If either Reliant or the Church/Ministry decide to no longer continue this arrangement, either one may terminate this MOU by providing a ninety (90) day written notice to the other one. Any confidentiality obligations and financial obligations under this MOU will continue after the MOU is terminated. If the Church/Ministry does not have at least one (1) Ministry Worker placement within any ninety (90) day period, then this MOU will automatically terminate (unless the Church/Ministry has advised Reliant of an active candidate or prospect in the pipeline or the Church/Ministry preference to keep the MOU active in anticipation of future Ministry Workers).

• Non-Disclosure of Confidential Information. Because of this MOU, Reliant and the Church/Ministry may have access to certain information belonging to or provided by the other party that is confidential in nature (“Confidential Information”). Confidential Information includes, without limitation, financial information, donor information, individual personnel information, and such other information as may be, by its nature, reasonably considered confidential. Confidential Information does not include information that is otherwise publicly available (except through the unauthorized disclosure of the other party) or that the disclosing party has indicated is not confidential. Reliant and the Church/Ministry agree that all Confidential Information is and will remain the sole and exclusive property of the party that develops or supplies such information to the other party. Reliant and the Church/Ministry will not at any time, either during or subsequent to the term of this MOU, use, reveal, report, publish, transfer, or otherwise disclose to any person or entity any Confidential Information of the other party without the prior written consent of such party. Reliant and the Church/Ministry will return all Confidential Information belonging to the other party in their possession, custody, or control to the other party upon the termination of this MOU or at any other time upon request.

• Creative Works
  • “Works” Defined. A “Work” means any work of authorship fixed in any tangible medium of expression by the Ministry Worker created or produced in the course of his or her employment by Reliant, including, but not limited to, written materials (e.g., books, articles, sermons, blogs, postings, etc.), photographs, artwork, graphic designs, audio/visual materials, digital recordings, computer software programs, music, and lyrics.  Each Work created by the Ministry Worker during the Ministry Worker’s employment by Reliant is a “work made for hire” under the copyright laws of the United States, and as between the Ministry Worker and Reliant, Reliant will be the owner of all right, title, and interest in such Works. As explained below, all Works will be considered either “Church Works” or “Reliant Works.”

• • Church Works. Reliant hereby assigns, conveys, and transfers to the Church/Ministry Reliant’s right, title, and interest in and to the Works that relate to preaching, teaching, discipleship, evangelism, church doctrine, or other local ministry activities, including the goodwill and any copyright therein (the “Church Works”). The Church/Ministry may file applications to register copyright in the Church Works as author and copyright owner thereof, and Reliant will execute any documents which the Church/Ministry deems reasonably necessary in connection with the assignment of such Church Works and copyright therein to the Church/Ministry. The Church/Ministry may, in its discretion, assign such Church Works to the Ministry Worker who created them or as it otherwise determines without further consent or approval by Reliant.

• • Reliant Works. Reliant will retain ownership of and all rights, title, and interest in all Works created by a Ministry Worker in the course of his or her employment by Reliant while working as a coach or consultant for the Reliant Central Office in connection with administrative, human resources, accounting, marketing, fundraising, policy making, or other matters within the scope of Reliant’s services (the “Reliant Works”). In the event of any dispute concerning whether a particular Work is a Church Work or a Reliant Work, Reliant will retain ultimate discretion to make such determination.

• Entire Agreement; Amendment. This MOU constitutes the entire agreement between Reliant and the Church/Ministry and supersedes all prior understandings, both written and oral, between them concerning these matters. This MOU may be amended only by written document signed by both Reliant and the Church/Ministry. It is expected that Reliant will periodically review this MOU and may request that an updated version be signed by the Church/Ministry.

• No Assignment. The obligations under this MOU are specific to Reliant and the Church/Ministry and may not be assigned to any other person except by written consent of the non-assigning party.

• Severability. If any term, provision, or divisible covenant of this MOU is determined to be invalid or unenforceable by any court of competent jurisdiction, the other terms, provisions, and divisible covenants hereof will remain in full force and effect to the fullest extent permissible by law.

• Governing Law. All questions concerning the validity, construction, administration, and enforcement of this MOU will be determined in accordance with the laws of the State of Florida, without regard to its conflict of laws rules.

• Dispute Resolution. If any dispute arises in relation to this MOU, Reliant and the Church/Ministry desire to resolve the matter in a way that honors God and each other. Therefore, before resorting to any formal mediation and/or arbitration process, Reliant and the Church/Ministry will exercise reasonable, good faith efforts to resolve any such dispute. If the dispute cannot be resolved informally, it will be settled by mediation and, if necessary, legally binding arbitration in accordance with the Rules of Procedure for Christian Conciliation of the Institute for Christian Conciliation. Judgment upon an arbitration decision may be entered in any court otherwise having jurisdiction. Reliant and the Church/Ministry expressly waive their right to file a lawsuit in any civil court against one another for any dispute arising from or relating to this MOU, except to enforce an arbitration decision; provided however, this dispute resolution procedure does not apply to any claim with respect to which either party seeks temporary, preliminary, or permanent injunctive relief, which may be filed in any court of competent jurisdiction.

• Effective Date. This MOU will become effective on the last date it is signed by both Reliant and the Church/Ministry in the signature section below.

 Links to Certain Policies and Standards

The following are some important Reliant policies, which we may update from time to time:

• Reliant’s Statement of Faith
• Reliant’s Code of Conduct (utilize code “iamreliant” to view this page)
• Reliant Field Manual (utilize code “iamreliant” to view this page)
• Reliant’s Employee Reporting Avenue (utilize code “iamreliant” to view this page)